Approval of Education, Sport and Culture Travel Policy

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A decision made (23.08.06) to approve the Departmental Travel Policy.

Subject:	Approval of Departmental Travel Policy
Decision Reference:	MD-ESC-2006-0053	Exempt clause(s):		n/a
Type of Report (oral or written):	Written	Person Giving Report (if oral):		n/a
Telephone or e-mail Meeting?	n/a	Report File ref:		Livelink: ESC/G/MG/MR/Travel Policy
Written Report – Title:	Departmental Travel Policy	Written report – Author:		Liz Middleton – Assistant Director, Resources
Decision(s): Approved the Department for Education, Sport and Culture’s Travel Policy.
Reason(s) for decision: Financial Direction No 5.2 - Travel and Accommodation Expenditure requires that all States Funded Bodies must have in place a Departmental Travel Policy, agreed by the Minister which ‘makes adequate arrangements to ensure that expenditure on travel and accommodation is necessary, prudent and is commensurate with the reason for travel and the status of the officer concerned.’
Action required:  Circulate Policy to all members of staff in the Department.  Advise Treasury and Resources Minister of Ministerial approval.
Signature:			Date of Decision:

Approval of Education, Sport and Culture Travel Policy

Department for Education, Sport and Culture Report for Minister
Subject:	Departmental Travel Policy
Exempt Clause:	n/a	Date:	14 August 2006

Author:	Liz Middleton – Assistant Director, Resources

1. Introduction

The purpose of this report is to seek the Minister’s approval of the Departmental Travel Policy.

2. Background

Financial Direction No 5.2 - Travel and Accommodation Expenditure requires that all States Funded Bodies must have in place a Departmental Travel Policy, agreed by the Minister which ‘makes adequate arrangements to ensure that expenditure on travel and accommodation is necessary, prudent and is commensurate with the reason for travel and the status of the officer concerned.’

3. Departmental Travel Policy

The Education, Sport and Culture Committee approved the Department’s Travel Policy in October 2004. Following the issuing of new Financial Directions by the Treasury, and the introduction of Ministerial Government it is necessary for the Minister to approve the Departmental Travel Policy.

The attached policy has been updated since October 2004 to reflect the new Financial Directions and the use of the Internet for on line bookings.

The overall objective of the policy is to ensure that Education, Sport and Culture obtains best value for money from travel, accommodation and other related expenditure.

4. Recommendation

It is recommended that the Minister approves the attached Department for Education, Sport and Culture’s Travel Policy.

Department for Education, Sport and Culture
Title:	ESC Travel Policy
Date:	August 2006

Author:	Liz Middleton, Assistant Director Resources

Contents

1. Overview.. 3

2. Scope. 3

3. Responsibilities and distribution. 3

4. Policy/Standards. 4

4.1 On Line Bookings. 4

Light Refreshments. 7

4.5 Other 7

Telephone Calls. 7

Engagement of Consultants. 7

Interview Expenses. 7

4.6 Insurance. 8

Claims. 8

Emergency Assistance. 8

4.7 Flexi-Time Arrangements. 8

4.8 Administration. 8

Purchase Cards. 9

Expenses. 9

5. Further information and related documents. 9

6. Recommendations and Guidelines. 9

Appendix A - WEBSITES TO BE USED FOR TRAVEL AND ACCOMMODATION BOOKINGS 10

Appendix B - SELF CERTIFICATION CHECK LIST. 11

1. Overview

In accordance with Financial Direction No 5.2 - Travel and Accommodation Expenditure all States Funded Bodies must have in place a Departmental Travel Policy, agreed the Minister which ‘makes adequate arrangements to ensure that expenditure on travel and accommodation is necessary, prudent and is commensurate with the reason for travel and the status of the officer concerned.’

The overall objective of this policy is to ensure that Education, Sport and Culture (ESC) obtains best value for money from travel, accommodation and other related expenditure.

A corporate contract has been arranged with Gray Dawes for the booking of European and long haul travel and accommodation arrangements. However officers may, if they wish, book travel and accommodation themselves online with the organisations listed at Appendix A. The Shared Services Division of the Treasury is responsible for agreeing and managing this contract.

Staff must remember that they are spending public money and so they are expected to exercise a degree of prudence when planning trips of Island and making travel arrangements.

All arrangements must be agreed by individual’s line managers, and the appropriate budget holder prior to any bookings being confirmed. If a member of staff is unsure about what is reasonable it is suggested that they should speak with the Head of Finance for clarification.

2. Scope

This policy applies to all members of staff within ESC and all staff must remember that it is fraudulent to claim for any expense that they have not genuinely incurred on business for the States of Jersey. The policy also applies to persons who are not specifically employed by the States of Jersey but who may travel with or without staff but on ESC business.

3. Responsibilities and distribution

This policy is intended to represent best practice. Schools may however, depart from this guidance if they can demonstrate justification for doing so to the Head of Finance in advance of any decisions being made with regard to expenditure on travel and accommodation.

As Accounting Officer, the Director of Education, Sport and Culture is responsible for ensuring that the Treasury Financial Direction is complied with.

Budget holders must ensure that any expenditure on travel and accommodation is authorised in accordance with this policy.

4. Policy/Standards

4.1 On Line Bookings

All bookings for domestic and straightforward international travel, including flights, cars and hotel accommodation should be made on line. The Internal Audit Division of the Treasury will regard using Gray Dawes Travel to book domestic travel as a serious waste of public money and report it as such.

Departmental Purchase Cards must be used to make the bookings not personal credit or debit cards. Applications for Purchase Cards should be made to the Finance Section.

4.2 Travel

In all cases, the most economic means of transport consistent with the nature of the journey and business needs should be used.

Air Travel

E Tickets should be booked whenever possible as charges are incurred for paper tickets. Staff are reminded that airlines require photographic evidence of identity before travel is permitted on an E ticket.

Domestic routes

Only basic economy flights may be booked. If staff wish to upgrade their ticket from economy class to business or club class this can be done at their own expense.

Dates should be confirmed prior to flight bookings, and as early as possible, in order to take advantage of reduced fares associated with restricted tickets. Only in exceptional circumstances should flexible tickets be booked.

International travel

Consideration will be given to which class of travel is appropriate. Booking other than at economy rate must be agreed by the Accounting Officer (Director for Education, Sport and Culture) prior to booking.

Sometimes staff may only wish to travel on a specific flight in order to reach their destination by a certain time. However, as the price of flights can vary significantly staff must inform the person who is making the booking about any flexibility they may have in travel times.

Tickets for family members or friends who may be travelling with a member of staff must not be booked with a Departmental Purchase Card.

Officers who hold Frequent Flyer or Executive cards must declare to the Head of Finance any benefits accrued to them from the use of these cards. Benefits such as air miles or discounted/free flights must be used for future ESC travel or be forgone. Members of staff should not seek to travel with a specific airline in order to receive benefits.

Sea Travel

Members of staff must seek the approval of their line manager for travel by sea and a case should be submitted to them recording the reasons why and the associated cost. This will be compared to the equivalent cost of travelling by air where appropriate.

Normally, an approval to travel on business by sea will not be given unless it can be demonstrated that this is the cheapest option or if there are good business reasons for doing so. If a member of staff takes their own car they will not be entitled to claim mileage allowance but can submit receipts for the petrol they have purchased whilst in the UK or other destination for travelling between the port and their location.

The cost of a car plus one ferry fare will be paid, or however many members of staff are travelling, for business reasons.

Public Transport

Members of staff should normally travel second class when taking the train. If an individual wishes to upgrade from second class travel this must be done at their own expense. The cost of public transport can be reclaimed for journeys to/from the airport/station and to/from accommodation and the place of work whilst away.

Receipts must be provided to support all claims for public transport (with the exception of tube tickets which are retained by machines).

Taxis

Taxis may be used if this is a more economical form of transport (eg. two or three members of staff travelling together) or if there are good business reasons for doing so, such as:

· Travelling late at night or in an unknown area to ensure personal safety.

· If the destination is situated a long way from any public transport.

· Speed - eg attending a course for a day or travel delays.

· If this is the only means of transport in the event of a transport strike.

· Travelling with large amounts of luggage or equipment.

Receipts must be provided for all taxi fares and it must be made explicit as to what the journeys were for and why public transport was not used. Staff must not claim taxis for personal trips (eg. to go out in the evenings) or for journeys which have not been undertaken.

Airport Parking

When travelling off Island on behalf of ESC if a member of staff chooses to use their own car to get to Jersey Airport the cost of parking can be reclaimed. However, consideration should be given as to whether it would be cheaper to use a taxi to and from the Airport especially if more than one staff member is travelling. Staff may also claim the mileage allowance from their home to the airport.

Car hire

Car hire must be approved in advance by the member of staff’s line manager as normally this would only be approved in exceptional circumstances eg:

· If there are several officers travelling together and it will save money compared to public transport.

· If the destination is not near to public transport facilities.

4.3 Accommodation

It is the responsibility of the person making the booking to ensure that value for money is achieved with the use of public funds when booking hotel accommodation.

If a member of staff wishes to stay additional nights for personal reasons or wishes a friend/relative to stay in the hotel, they must meet the cost of this themselves.

If accommodation is provided as part of a course/conference fee this is considered acceptable as the individual’s line manager would have approved their attendance on the conference/course. Where a course or conference provider recommends accommodation the rate should be compared with the rates offered by similar hotels in the immediate area and the most cost effective accommodation must be booked.

4.4 Subsistence

These expenses are to provide for meals and light refreshments which are not included in any charge for accommodation or as part of a training event. These expenses are only applicable outside the Island.

A member of staff may claim for up to three meals per day. If a full evening meal is taken then it is expected that lunch would be a light snack and vice versa. If breakfast is included in the hotel room rate but not taken the cost of an additional breakfast may not be claimed.

If a member of staff is unsure about what is reasonable it is suggested that they speak with their line manager prior to their visit. Claims for excessive amounts of alcohol will not be reimbursed.

It may be necessary, on occasion, for senior staff to entertain customers, suppliers or other contacts. Individuals must seek prior approval of their line manager before incurring any hospitality expenditure on behalf of ESC and an ‘Entertainment Expenses Form’ must be completed to support any claim for such expenses.

No reimbursements will be made unless a valid receipt is submitted to support all meals and beverages claimed.

Light Refreshments

Such as beverages during travel. Claims for light refreshments would not be expected if three meals per day are being claimed.

4.5 Other

Telephone Calls

Reasonable personal calls home and any calls relating to States business will be permitted. Wherever possible Departmental mobile phones should be used rather than hotel room telephones.

Engagement of Consultants

Where consultants are employed by the States, contracts must clearly detail which expenses are claimable.

Interview Expenses

The States Human Resources Department has a policy on interview expenses which are reimbursable.

4.6 Insurance

Any employee undertaking a business journey outside Jersey will automatically be covered under the States travel insurance policy.

If more than 6 staff are to travel together a Travel Form (which can be found on the Insurance site on the Sates Intranet - Cafe Cyril) detailing the names and job grades of personnel travelling together with dates of travel and airline booking reference must be completed and sent to the States Insurers (currently Alexander Forbes) at least 7 days before the trip takes place.

Claims

Staff must complete a claim form which can be obtained from the Department for ESC or directly from the Insurance site on Café Cyril. The completed claim form, together with all receipts, should be submitted to the Insurance Corporation who will deal with the claim.

If there is an excess charge for the claim the amount should be met by the individual or the Department, depending on the circumstances.

Emergency Assistance

24 hour, world-wide help is available to staff abroad. Staff travelling outside Jersey or the United Kingdom should contact Alexander Forbes to be issued with a card detailing the contact telephone and fax numbers of First Assist, the organisation used by the insurers to provide help to travelers.

Staff should contact 0870 607 0680 in emergencies, in conjunction with the business class assistance travel card issued.

4.7 Flexi-Time Arrangements

Adjustments for extra hours worked away and for travelling time will not be allowed unless prior agreement has been obtained from an individual’s line manager.

4.8 Administration

Any queries on this policy should be directed to the Head of Finance. For assistance a Self Certification Check List is attached at Appendix B.

Purchase Cards

Any expenditure charged to Departmental Purchase Cards must be recorded in accordance with Financial Direction 5.9 The Use of Purchase Cards and supported with the appropriate receipts and ‘Entertainment Expenses Forms’.

Expenses

Expenses can be claimed via the ‘Conference and Travelling Expenses’ form which can be obtained from the Finance Section. All claims must be signed by the relevant budget holder.

Expenses will only be reimbursed on production of receipts.

Staff are reminded that they are spending public money and so they are expected to exercise a degree of prudence when planning trips of Island and making travel arrangements.

5. Further information and related documents

For further information please refer to the Treasury Financial Direction 5.2 – Travel and Accommodation Expenditure.

6. Recommendations and Guidelines

For practical advice on the application of this policy please refer to the Self Certification Check List at Appendix B.

For further advice please contact the Head of Finance.

Appendix A - WEBSITES TO BE USED FOR TRAVEL AND ACCOMMODATION BOOKINGS

B.A. com www.ba.com

Fly Be www.flybe.com

Thomson www.thomsonfly.com

BMI www.bmi.com

bmi Baby www.bmibaby.com

Easy jet www.easyjet.com

Ryanair www.ryanair.com

Aurigny www.aurigny.com

Rockhopper www.rockhopper.aero

Rail www.trainline.co.uk

Rail (purchase) www.qjump.co.uk

Rail (info) www.nationalrail.co.uk

Hotel Accommodation (non Jersey) www.expedia.co.uk

These sites are accessible via the States Network

Appendix B - SELF CERTIFICATION CHECK LIST

	Yes	No	N/A

Has any activity which forms part of the work of an employee and which will incur expenditure on travel and accommodation been agreed and authorised at an appropriate level?
Have employees travelling by air booked economy class and accepted the lowest fare offered?
Have less flexible arrangements been made where possible in order to maximise savings?
Have all travel bookings been made against a valid order number or using a States purchase card?
Where Gray Dawes have been used have they been made aware, at the time of making travel arrangements, of flexibility eg. times of important bookings that cannot be moved?
Has ticket delivery been agreed at the time of booking?
Has all UK domestic air and sea travel been booked online with the relevant organisations?
Have officers who hold Frequent Flyer or Executive cards declared any benefits accrued to them from States travel to the Head of Finance?
Have benefits such as air miles or discounted/free flights been used for future States travel or forgone?
Have officers travelled second class when taking the train?
Has the prior approval of the line manager been obtained if a first class ticket is required?
Have receipts been provided to support all claims for public transport (with the exception of tube tickets which are retained by the machines)?
Have taxis been used where this was more economical or there were good business or other reasons for doing so?
Have receipts been provided for all taxi fares?
Have officers only claimed taxi fares for business trips?
Have officers claiming for car parking at Jersey Airport considered whether it would be cheaper to use a taxi to and from the airport?
Has accommodation been booked online with hotels, and as far in advance, wherever possible?
Have hotel bookings been made as far in advance as possible?
Have checks for special rates been made at the time of booking?
Have cancellations been notified to hotels as early as possible?
Have any specific problems been resolved directly with hotels?
Does the grade of hotel selected for accommodation represent best value?
Have contracts with consultants clearly detailed which expenses are claimable?
Have the States Insurers been advised in advance of trips involving more than six officers?

Extract from Section 8 of Treasury Financial Direction 5.2 – Travel and Accommodation Expenditure

CHANGE HISTORY

Version	Date Issued	Issued by	Reason for Change
0.1		Liz Middleton	First Draft for review

Approval

Presented To	Approved by:	Date
Director	Director	16 August 2006
Minister for ESC Committee	Ministerial Decision MD-ESC-2006-0053

Additional Information

Planned review date:	Distribution:

Associated policies	Name	Reference
	Replaces ESC Travel Policy dated October 2004
	Treasury Financial Direction No.5.2 – Travel and Accommodation Expenditure
	Treasury Financial Direction 5.9 – The Use of Purchase Cards